The Rights and Resources Initiative (RRI) is a global Coalition of more than 150 organizations dedicated to advancing the forest, land, and resource rights of Indigenous Peoples, local communities, Afro-descendant Peoples, and in particular the women within these groups. Members capitalize on each other’s strengths, expertise, and geographic reach to achieve solutions more effectively and efficiently. RRI leverages the power of its global Coalition to amplify the voices of local peoples and proactively engage governments, multilateral institutions, and private sector actors to adopt institutional and market reforms that support the realization of rights.

RRI is coordinated by the Rights and Resources Group (RRG), a non-profit organization based in Washington, DC.

If you are passionate about working with Indigenous Peoples, local communities, and Afro-descendant Peoples to secure their rights; supporting women’s rights and governance; and combatting climate change, this could be the place for you. RRI does meaningful work to make a positive difference at the global, national, and local scale. For more information about our inclusive and purpose-driven work, visit www.rightsandresources.org. People of color; people from Indigenous, local, and Afro-descendant communities; women; and LGBTQ+ persons are strongly encouraged to apply.

Administrative Assistant, Programs

The Administrative Assistant, Programs is responsible for providing general administrative support to the RRG Regional Programs (Asia, Africa, and Latin America), under the supervision of the Senior Manager, Programs & SRM, and in coordination with the regional associates. The Administrative Assistant will also provide specific support to other programs as described below. By providing administrative support to these teams, the Programs Administrative Assistant will play a fundamental role in the success of the programmatic strategies developed at the country, regional, and global levels with the RRI Partners and Collaborators.

The Administrative Assistant will help ensure compliance with institutional administrative procedures and help standardize the organization’s contracting processes. The ideal candidate will be detail-oriented, flexible and enjoy working in a dynamic environment. A commitment to teamwork, communication, problem-solving, and social justice is essential, as the Program Administrative Assistant will work with multiple program teams within RRG. The Programs Administrative Assistant should have intercultural understanding and sensitivity to the fact that our processes involve people from multiple cultures, positionalities, and across the ‘digital divide’ from Africa, Asia, and Latin America.

This is a full-time position based in Washington, DC, USA or Montreal, Quebec, Canada. Candidates must be located in either the DC or Montreal metro areas prior to the start date.

Applicants for the Washington, DC location should apply to this offer. To apply for the Montreal location, please visit: https://apply.workable.com/j/FAD6AEDEC2

Applications will be accepted immediately and interviews conducted on a rolling basis.

Primary Responsibilities:

1. Regional Contracts: Support the regional teams in administrative duties for effective and streamlined development, implementation, and monitoring of contracts (60% of time divided equally between Asia, Africa, Latin America):

• Prepare and format draft contracts and budgets following concept note approval.
• Assist in preparing required documents used in the contracting process such as procurement documentation, customized reporting templates, and task orders for translation requests.
• Build and maintain standardized contract tracking dashboards for each team. Input contract details and due dates and track progress on deliverables, payments, and budgets in these dashboards.
• Assist in the preparation of contract payment requests that include accurate budget codes and required supporting documents.
• Liaise with the Finance & Administration team to follow up on payments and resolve issues. Share payment details with payees and ensure receipt of payment is documented.
• Implement a streamlined system for organizing and archiving documents and important communications for contracts in SharePoint. Use this system to track and file contract documents such as financial reports, audits, due diligence forms, consultant invoices and receipts. As requested, review these files for errors and compliance with RRG contracting policies.
• Proactively inform of and help resolve potential difficulties in contracting and payment processes to improve efficiency.
• Assist in the drafting and development of templates or training materials for RRI collaborators.

2. Other Regional Support (10% of time)

• Provide backup during regional associates’ temporary absences
• Provide logistical support for major regional and global meetings (travel, event planning, and virtual meetings) in close coordination of the associates, who have the primary responsibility for event logistics.
• As needed, coordinate program meetings, including taking and circulating meeting notes.
• Translate documents and/or short texts using translation software and edit as necessary per language ability.

3. Support to other RRG Programs (30% of time)

• Prepare drafts of contracts following concept note approval.
• Format project budgets and concept notes to be utilized in contracting.
• Build contract tracking dashboards.
• Share information on best practices for contract management.

Qualifications:

• Bachelor’s degree in administration or related field.
• 1-2 years of work experience as an administrative assistant or similar role and an interest in non-profit sector work that involves contracting, program finance, and logistical coordination.
• Excellent oral and written communication skills in English. Advanced written French and/or Spanish proficiency is strongly preferred. Any familiarity with Indonesian, Portuguese, or Swahili would be a plus.
• Strong math skills with the ability to spot numerical errors, maintain budgets and track expenses.
• Advanced computer skills including proficiency in Microsoft Excel and Word.
• Excellent organizational and time-management skills with the ability to prioritize competing demands and projects in both short and long term; performs well under pressure and meet deadlines and objectives.
• Flexibility to work independently in a highly dynamic environment.
• Courteous and professional manner, with respect for all cultures and a commitment to social justice and human rights.

Salary: Starting at 45,000, based on experience

Benefits

Rights and Resources Group (RRG) recognizes the value of benefits to employees and their families. We take great pride in offering our dedicated and committed employees a competitive benefits package. Our comprehensive benefit programs provide you with a reliable, effective, and affordable array of choices that will meet your needs and those of your family.

• Medical, dental, and vision insurance; dependents and domestic partners eligible
• 100% coverage of employee premiums for the following: short-term/long-term disability insurance, life insurance, travel insurance, and the employee assistant program
• If eligible, 401(k) retirement plan with employer match
• 25+ days of leave annually, in addition to paid holidays
• Flextime and teleworking options
• Tuition reimbursement up to $1,500 per year after 1 full year of employment
• Dynamic growth opportunities with merit-based promotion philosophy

Rights and Resources Group (RRG) is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the organization and are valued for their skills, experience, and unique perspectives.

As an Equal Opportunity Employer, RRG makes all employment-related decisions without regard to race, color, religion, sex, age, national origin, pregnancy, disability, genetic information, political affiliation or belief, gender identity or expression, sexual orientation, marital status, personal appearance, family responsibilities, matriculation or any other category protected by applicable law.